Expense Reports must be submitted within 10 business days

Expense Reports must be submitted within 10 business days after travel was completed.

Extended delay in submitting an Expense Report could lead to a denial of reimbursement.

• Creating an Expense Report that is Connected to a Request

• Travel Allowance

• Adding Expenses

• Itemizing Nightly Hotel Expenses

• Adding Mileage

• Converting Foreign Currency Transactions

• Allocating Expenses

• Coping an Expense item

• Submitting Expense Report

• View, Track and Manage Submitted Expense Reports

• Audit Trail

• Submitted Expense Reports

• Recall a Submitted Expense Report

• Copy an Expense Report

• Expense Report History

• Correcting and Resubmitting a returned Expense Report

• Closing a Request

• Contact Us

Once you have traveled, you must expense your travel to ensure appropriate

reimbursements occur.

1. From the Concur home page, select Requests.

2. Under the action heading, select Expense for the Request you would like to create a

new Expense Report.

3. Your Report header will appear with the information from your Request, in the

Encumbrance # field type in the Encumbrance number you received in the Request

approval email.

4. Select Next>> on the bottom right corner of the screen.

5. A new window will appear asking, “Was this trip for overnight travel or for recruiting?”

Answer: YES.

Travel Allowances = Meal Per Diem

Concur follows:

U.S General Services Administration (GSA) rates for Domestic Travel and

U.S Department of State rates for Foreign Travel

The Travel Allowances for Report screen will appear.

Enter the departure city, date and time of departure, and enter the arrival city, dates

and time of arrival. Click Save.

Enter the return trip date, or if this is a multi-stop trip, you will enter the next “leg” of

the trip. After each itinerary stop, click Save.

Once all itinerary stops have been entered click Next.

A box will appear with the itinerary you entered, click Next

Another box will appear with a per diem grid. The allowable amount appears on

the right.

To remove individual meals:

Remove meals that were provided by the conference by clicking the check box

for the applicable meal per diem. (Breakfast, Lunch or Dinner were provided)

To remove full days:

Click the Exclude All button on the left to remove all meals and incidental per

diem. If you want to exclude an individual day of per diem and incidental click

the check box for the applicable day.

Click Create Expenses

To access the travel allowance grid again,

go to Details, under the Travel Allowances

list click Expenses and Adjustments. The

grid will appear and you can make any

necessary changes. When edits are

completed click Update Expenses.

From the Details menu, you can also

select to create a new itinerary for Travel

Allowances. If creating a new itinerary

you will have to delete any existing

itineraries that are within the dates of

travel since Concur will not allow for

multiple itineraries that share dates.

The Expense screen will appear.

Select Receipts then select Attach

Receipt Images to upload Agenda,

Schedule at a Glance, etc. for meal

verification.

The Expense screen will appear.

On the left side of the screen, you will see the Meal Per Diem added to your expense report.

The right side of the screen allows you to add additional expenses for airline fees, conference

fees, etc.

1. Select Import Expenses to import any transactions regarding your trip that are already in

Concur.

2. Select the checkbox next to the name(s) of the Expense(s) you would like to import then

select move.

Once you have imported your expenses,

you will add other expenses for your

trip.

1. Select an Expense Type from the

right side of the screen.

2. If the list of expense types does not

appear select + New Expense from

the top left corner of the screen.

3. Enter all required information regarding the expense denoted with a red bar.

4. Select Attach Receipt if the expense is over $25.

A new window will appear.

5. If the file is saved on your

computer select Browse, select the

name of the file, and select

Attach.

6. If you previously uploaded images

to your Concur account, you will

see the images under available

receipts. Select the Receipt and

select Attach.

7. Select Save

You will see the expense has been added to the left side of the screen.

There will be a blue icon next to the expense name. This indicates that a receipt has been

attached. Hover over the icon to see the receipt.

Repeat steps 1-7 for the other expenses.

A hotel bill typically contains multiple

charges such as room fees, taxes, parking,

meals, etc.

You must itemize these expenses so they can

be reimbursed correctly. Lodging itemization

allows you to quickly itemize recurring room

rates and taxes. You can itemize the

remaining charges on your hotel bill, and

adjust for any rate changes during your stay.

If your hotel was booked by Concur Travel,

itemization may be auto-populated.

To manually itemize hotel expenses:

1. Select the Hotel expense type.

2. On the new expense tab, complete the required fields denoted by a red bar.

3. Select Attach

Receipt to add a

receipt for the

hotel.

4. Select Itemize on the bottom right corner of the screen.

• Use the calendar icon to select the

check-in date.

• Concur populates the check-out

date and the number of nights

based on the transaction date and

the check-in date.

• Use the Receipt Image tab to refer

to the receipt you are itemizing.

• Hotels may have itemized tax

amounts listed on the bill. You can

itemize your tax the same way by

utilizing the Room Tax, Other Room

Tax 1 and Other Room Tax 2 fields.

• If there are any additional recurring

charges besides room and tax on

your hotel bill, choose an Expense

Type under the Additional Charges

and these charges will be added for

each night.

6. Select Save Itemizations.

The total amount, itemized amount, and amount remaining are listed.

After entering all of the recurring charges,

additional one-time charges may be

included on the hotel folio.

Such itemizations can include any one time

expense the traveler incurred (Example:

movies, room service, gym, etc.). This could

also include a rate that was different for

one or more nights of the stay.

Select Add Itemization from within the

lodging expense.

Select any additional expense types, and continue itemizing all one-time charges

that appear on your statement until the remaining amount is $0.00

7. Select Save.

Notice that the details for the lodging

itemization appear on the left side of

the page under the room rate expense

type.

If you need to change an itemization,

select the name of that item and

make the correction.

For example: If one day, the rate is

different, you can change the

amount for that day only.

Click New Expense and select the Personal Car Mileage Expense Type.

Enter the Transaction Date for the day you drove. Fill in the Purpose of the Trip. The next

few fields will populate once you use the mileage calculator tool.

Click on Mileage Calculator.

The mileage calculator will open. Enter your starting address as Waypoint A and enter your

destination as Waypoint B.

Select Calculate Route

Mileage should be calculated

using Waypoints A-B.

Suggested Routes will display: Mileage should always be calculated using the route of

shortest distance.

Note:

Click the Add Mileage to

Expense button.

You’ll notice the From Location, To Location, and Distance fields are now populated. Use

the Comment field if you need to communicate any additional information.

Then click Save.

When you travel to different countries Concur’s built-in exchange calculator (Oanda)

converts foreign currency transactions to dollars.

When you create a new expense in a currency other than your own, you will see

additional fields that allow you to convert the amount of your transaction to dollars.

The exchange rate is auto-populated based on the transaction date. However, you can

change the rate if it is different than the rate provided.

To account for an expense incurred in another country:

1. Select the expense type you would like to add to the Expense Report.

2. Type in the amount of money spent in that currency.

3. Select the currency from the drop-down to the right of the amount.

4. Information regarding the currency will populate.

Note: If the rate you received is different than the rate you exchanged your money for,

you can type in the rate in the ‘Rate’ field.

5. If needed itemize,

allocate or attach the

receipt.

6. Select Save.

7. The expense will appear on the left side of the screen.

Notice that the expense Amount appears in both the foreign currency and in your

standard reimbursement currency.

The Expense will carry over allocations assigned in the Request. The allocate feature

allows the traveler to split expenses to FOAPALs other than the default one used in the

Request Header.

This should be performed after all expenses have been added.

To allocate expenses:

1. Add all expenses before allocation.

2. Select the Expense Type you want to allocate.

3. Select Allocate on the bottom right corner of the expense details.

4. A new window will appear. Check the box(es) for the expense type(s) you want to

allocate.

5. Select Allocate Selected

Expenses.

6. Select Allocate By to

choose to allocate the expense

by percentage or amount.

On the top right, you will see

the total amount you are

allocating, how much you have

allocated and the remaining

allocation. Use this to ensure

the sum of the split

transactions is equal to the

total.

7. Enter the appropriate

information regarding the

FOAPAL.

8. Select Save

2. Select Copy.

3. A copy of the expense will be created but the date will be increased by one.

• Select the copied expense and change the date to the correct date.

• If needed, make other changes to the expense.

Once you have added all of your expenses for the trip.

1. Select Submit Report on the top right corner of the screen.

If you cannot successfully submit the Report, a message appears describing the Report

error or exception. Correct the error and attempt to submit again.

2. A new window will appear with the

User Electronic Agreement, read

the agreement, and select Accept

& Submit.

3. A new window will appear stating

the Report was successfully

submitted with the information

regarding the Expense Report.

Once submitted, an email will be sent

to the Approver from

AutoNotification@concursolutions.com

to alert them they have a pending

report to approve.

From the Details menu, you can view the

Audit Trail & Approval Flow.

Audit Trail

The Audit Trail logs every addition, change,

deletion, comment, etc. for the Expense.

From the Details menu, you can view the

Audit Trail.

The Audit Trail window includes: Date/Time the action occurred, who set the action

(Updated By), the Action and a Description.

Field Edit

Confirmation Agreement Acceptance Appears when

the Report was submitted.

Exception

Approval Status Change

1. From the Concur home page, select Expense.

• You will see all of the expenses you have submitted, the status of the expense,

date submitted, the amount of money expensed, and where the expense is in

the approval process.

2. Select the name of the expense to open the Report.

You cannot change or delete an expense that has been submitted unless you recall it first.

1. From the Concur home page, select Expense.

2. Select the name of the expense you want to view.

3. If you would like to recall your expense, select Recall on

the top right corner of the expense.

4. A new window will appear, select Yes to confirm.

5. Once recalled, you can make changes, then submit the expense again for approval.

6. Your expense will start from the beginning in the approval process.

7. Once an Expense Report is fully approved, you can no longer recall it.

If you travel to the same destinations often, you can copy your current Expense Report for

future Reports. Once the Report is copied, you can make any necessary changes such as

travel name, travel start and end dates, expense amounts, etc.

1. From the Concur home page, select Expense.

2. Select the name of the expense you want to view.

3. If you would like to copy your Expense Report, select Copy Report on the top right

corner of the expense.

4. A new window will appear. Type the

Report name. Optional: You can

change the starting date for the

expense entries for the new Report.

This is helpful if you have reoccurring

expenses.

5. You can change information in the

copied Report to suit your needs.

Once an Expense Report has already been processed, it will no longer appear under Active

Reports. You will be able to locate all your Expense Reports in the Report Library. You can

view these Expense Reports at any time. This eliminates the need to keep scanned paper

copies that have been submitted for reimbursement.

1. From the Concur home page, select Expense

2. Select Report Library

3. You will see Reports for last 90 Days. To see more options, select View and then make

your selection from the drop-down list.

Your expense approver can send a Report back to you if an error is found.

The approver will include a comment explaining why the Report was returned to you.

You will receive an email if your Expense Report has been sent back to you by your

approver. If a Report is sent back to the travel, it will have to go through the entire

approval workflow again.

2. The previously submitted Expense Report will appear. To see the approver’s

comment, select the Details menu then select Comments. Review the

comment.

3. Make the necessary changes to ensure your Expense Report will be approved. If you

are unsure how to make the changes, review the “Expense Reports” section in the

manual.

4. Once the corrections are made, select Submit Report in the top right

corner of the screen.

5. A confirmation agreement will

appear, read the agreement, and

select Accept & Submit.

6. On the Active Reports Page, you will see the status of the Request has

changed to “Submitted.”

Once your Expense Report is fully approved, you will receive an email from

Concur that your Expense Report is approved and sent for payment.

Requests automatically close 61 days after the Travel End Date. Once the Request is closed,

it cannot be linked to an Expense Report.

Do not close a Request that has yet to be expensed. If you close a Request that is associated

to an unsubmitted Expense Report, the Request will be disassociated from the Expense

Report, the authorized amounts will be removed, and the Request balance will be reduced

to zero.

You must close a Request after all expenses related to the Request have been submitted.

When you close a Request the remaining balance will be released and returned to the

assigned FOAPAL.

It can no longer be associated to an Expense Report.

To close a Request from the Concur home page:

1. Select Requests.

2. Check the box to the left of the Request you want to Close/Inactivate.

3. Select Close/Inactivate Request.

4. A new window will appear with a confirmation agreement. Select Yes

1. To view closed Requests, on the Active Requests page:

2. Select Closed/Inactivated Requests.

• You will see a list of your closed Requests. You cannot attach a closed Request

to an Expense Report.

Accounts Payable: www.rowan.edu/accountspayable

856-256-4115

Travel/Concur Questions: asktravel@rowan.edu

Individual Questions can be sent to:

Miranda Salvatore: salvatoremi@rowan.edu

Debbie DiPietroantonio: dipietrod2@rowan.edu

Keri Fearon: fearon@rowan.edu